EXECUTIVE ADMINISTRATIVE ASSISTANT

Job Description

JOB PURPOSE:

The Executive Administrative Assistant will be responsible for effectively supporting the executi

director and contributing to the overall success of the organization. This multifaceted role demands a

diverse skill set, encompassing exceptional organizational abilities, impeccable communication, and a

proactive, problem-solving approach. The ideal candidate will be a highly motivated and adaptable

individual, capable of prioritizing tasks, managing complex schedules, and maintaining confidentialit

They will be expected to anticipate the needs of the executive director, handle sensitive information with

discretion, and represent the organization professionally in all interactions. In addition to providing

administrative support, the Executive Administrative Assistant will play a key role in special projects,

coordinating efforts across departments, conducting research, and preparing reports. The successf

candidate will be a self-starter with a strong work ethic and a commitment to excellence.

RESPONSIBILITIES:

The Executive Administrative Assistant will provide high-level administrative support to the executive

team and manage a wide range of complex and confidential projects. This role requires exception

organizational skills, attention to detail, and the ability to work independently and proactively.

● Board Liaison: Serve as the primary point of contact for the board of directors, fostering strong

relationships, and coordinating their involvement in key activities. This includes preparing

comprehensive reports, organizing and facilitating engaging board meetings, retreats, and

targeted training sessions to enhance their effectivenes

● Calendar and Schedule Management: Efficiently manage the calendars of the executive te

ensuring optimal use of their time. Skillfully schedule a wide range of appointments, meetings,

and complex travel arrangements, taking into account priorities, deadlines, and potential

conflict

● Document Preparation and Editing: Produce high-quality correspondence, reports,

presentations, and other documents that are clear, concise, and error-free. Meticulously edit and

proofread materials to ensure they meet the highest standards of professionalism and accuracy.

● Meeting Coordination and Support: Coordinate and provide comprehensive support for

meetings, including preparing agendas, distributing materials, taking accurate minutes, and

diligently tracking action items to ensure follow-through and timely completion.

● Research and Briefing: Conduct thorough research on a variety of topics to gather releva

information and insights. Prepare comprehensive briefing materials that enable the executi

team to make informed decisions and effectively address key issue

● Special Project Management: Oversee and manage special projects from inception to

completion. This includes meticulous planning, coordinating with internal and external

stakeholders, effectively managing resources, and closely monitoring progress to ensu

successful outcomes.

● Confidentiality and Discretion: Exercise the utmost discretion and maintain strict confidentia

when handling sensitive information and documents, ensuring that privacy and security are

consistently upheld.

● General Administrative Support: Provide essential administrative support to ensure the smooth

operation of the office. This includes professionally answering phones, efficiently managing

correspondence, maintaining organized files, and performing other administrative tasks

needed.

● Additional Responsibilities: Flexibility to take on additional responsibilities and duties as

assigned, demonstrating a willingness to contribute to the overall success of the team and

organization.

QUALIFICATIONS:

● Three to five years experience effectively supporting an executive direc

● A bachelor's degree or higher in business administration, management, or a related fiel

● Certification in project management, event planning, or executive assistance is a plu

REQUIRED SKILLS/ EXPERIENCE:

● Strong organizational and time management skills: The ability to manage multiple projects

simultaneously, prioritize tasks, and meet deadlines is essential for success in this role.

● Excellent communication and interpersonal skills: The ability to communicate effectively wi

individuals at all levels of the organization, both verbally and in writing, is crucial.

● Proficiency in Microsoft Office Suite and other relevant software: Strong computer skill

essential for managing schedules, preparing reports, and handling other administrative tasks

using the following software Microsoft Word or Google, Adobe, Canva, Excel spreadsheets, and

Powerpoint presentations.

● Problem-solving and critical thinking skills: The ability to identify and resolve issues quickly

and effectively is important for anticipating and addressing potential challenge

● Discretion and confidentiality: The ability to handle sensitive information with discretion a

maintain confidentiality is paramoun

● Experience in project management or event planning: Prior experience in managing projects

or events can be a significant advantage, demonstrating the ability to handle complex tasks a

coordinate with multiple stakeholders.

Ultimately, the Executive Administrative Assistant will possess a combination of strong educational

qualifications, relevant skills and experience, and a passion for supporting the executive director

achieving their goals.

REPORTS TO:

● Executive Director

PRE-EMPLOYMENT REQUIREMENTS:

● Three (3) reference checks are required.

● Obtain mandated reporter training certificate (every two years) and complete other requir

Department of Health and Mental Hygiene (DOHMH) and Head Start Performance Standards

(HSPS) training.

● Complete a full physical examination with updated TB test, varicella, tdap, and MMR (fees may

apply).

● Complete NYS Mandated Child Abuse Reporter training, in addition to other mandated health

and safety trainings.

● Ability to pass a Comprehensive Background Clearance through the following:

○ Department of Health and Mental Hygiene (DOHMH)

○ Indentogo

○ Department of Education Fingerprinting Screening

○ NYS Central Registry

○ Sex Offender Registry Clearan

○ SEL check